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Editing Templates

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Templates can be edited to reflect changes in project processes and settings. After a template has been updated and saved, the new changes are visible in new projects when the projects are created using the template. 

Editing a Template

To edit a template:

  1. Navigate to the template you want to edit.
  2. Do either of the following:
    • Select the Template Details tab.
      To edit fields that are associated with a specific sub-tab, navigate to the sub-tab to edit the information under that sub-tab. 
      template_details_tab.png
      Or
    • Click Edit Template.
      The Edit Template box opens. The sections in this box contain the same fields available in the sub-tabs of the Template Details tab. 
  3. Considering editing information in any of the following sections:

Overview

  1. Begin editing your template as described above.
  2. Click Overview.
    overview_section_for_template.png
  3. Consider the following:
    Name: Specify a name for the template.
    Description: Add additional information about the template.
    URL: Specify a web link that relates to information about this template. 
    Schedule From: Specify whether the project using this template is scheduled from the Start Date, or from the Completion Date. This selection determines the planned dates of the tasks on the project.
    - Schedule From Start Date: The first task of the project has the same Planned Start Date as the project. The project timeline calculates from the Start Date and the Completion Date of the project is calculated by the system, based on the duration of all the tasks. 
    - Schedule from Completion Date: The last task of the project has the same Planned Completion Date as the project. The project timeline calculates from the Completion Date and the Start Date of the project is calculated by the system, by subtracting the duration of all the tasks from the Completion Date of the project. 
    Condition Type: Select between the following Condition Types:
    Manual: The project owner sets the Condition of the project on the project manually. 
    - Progress Status: Workfront automatically sets the Condition of the future project based on the Progress Status of tasks on the Critical Path. For more information about understanding Progress Status, see "Understanding Progress Status."
    Priority: This is just a visual flag for you which allows you to prioritize your future projects. Select from the following options:
    - Low
    - Normal
    - High
    - Urgent
    Depending on the Project Preferences selected by your system administrator, the names of priorities might be different for you. For more information about editing priorities, see "Customizing and Creating Priorities."
    Template Owner: The user specified in this field becomes the Project Owner, when the project is created from this template. This user is added to the project team and is automatically given manage permissions to the project. The user who is designated as the Template Owner must be a Workfront active user. 
    Template Sponsor: The user specified in this field becomes the Project Sponsor, when the template is added to the project. This user is added to the project team and is automatically given view permissions to the project. The user who is designated as the Template Sponsor must be a Workfront active user. 
    Resource Manager: The specified users are automatically given manage permissions to the future projects and can assign resources to the tasks and issues of the projects. You can specify more than one Resource Manager. 
    Company: Specify a Company associated with the template.
  4. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Finance

  1. Begin editing your template as described above.
  2. Click Finance.
    edit_template_finance.png
  3. Consider the following:
    Performance Index Method: Specify whether the Earned Value metrics of the future project are calculated using hours or costs. For more information about the Performance Index Method, see "Setting the Performance Index Method (PIM)." 
    Budget: Specify a Budget for the projects that are created from this template.
    Fixed Cost: Specify the Fixed Cost for the projects that are created from this template. This is different than the Labor Cost which comes from the hours on the project and the Expense Cost which comes from the amount of expenses on the project. The Fixed Cost of a project is taken into account when calculating the Net Value of a project and it is part of the Budgeted Cost. 
    Fixed Revenue: Specify the Fixed Revenue for the projects that are created from this template.
    Template Currency: Specify the currency for the future project, if it is different than the default currency of your system. This field is not visible if you have only the default currency in the system. 
    For more information about currency, see "Setting up Exchange Rates."
    Require time to be approved for this project: Select this option to require the Project Owner of the future project created from this template to approve time logged on the project. If you are using Billing Records and you select this option, only the approved hours on the project appear as available billable hours for the Billing Records. Approving time on the project is independent of approving timesheets. For more information about requiring time to be approved on a project, see "Requiring Time to Be Approved on a Project."
  4. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Portfolio

  1. Begin editing your template as described above.
  2. Click Portfolio.
    edit_template_portfolio.png
  3. Consider the following:
    Portfolio: Specify a Portfolio for the projects that are created from this template. You must create a Portfolio first, before it appears in the drop-down list.
    For more information about creating portfolios, see "Creating Portfolios."
    Program: If you selected a Portfolio for the template, specify a Program for the future project. Some Portfolios might not have Programs. You must create a Program first, before it appears in this drop-down list.
    For more information about creating programs, see "Creating Programs."
    Planned Benefit: Specify the Planned Benefit of the projects that are created from this template. The Planned Benefit is used in the Business Case of the project and the Portfolio Optimizer.
    For more information about the Planned Benefit of a project, see "Understanding the Planned Benefit of a Project." The Planned Benefit of a project is taken into account when the Net Value of a project is calculated.
    For more information about using the Portfolio Optimizer, see "Using the Portfolio Optimizer." 
  4. (Optional) Continue editing the following sections, depending on the information you want to modify
    Or
  5. Click Save Changes.

Settings

  1. Begin editing your template as described above.
  2. Click Settings.
    settings_section_for_templates.png
  3. Consider the following:
    Milestone Path: Select a Milestone Path for the template.
    For more information about Milestone Paths, see "Creating a Milestone Path."
    Completion Mode: Controls how the future project will be marked as Complete.
    Select from the following options:
    - Automatic: The project is marked Complete when all the tasks and issues are completed.
    - Manual: You have to manually select the Complete status for the project, when all the tasks and issues are completed. 
    Summary Completion Mode: Controls how the parent tasks on the future project are marked as Complete.
    Select from the following options:
    - Automatic: The parent tasks are marked Complete and they update their percent complete automatically, as the children tasks are completed and the percent complete of the children is updated.
    - Manual: You have to manually update the percent complete and the status of the parent tasks, independently of what changes are made to the children tasks. 
    Update Type: Controls when the changes you make to the timeline of the future project are saved on the project. For example, the following changes to the project trigger an update to the timeline of the project:
    - update the dates of tasks;
    - change predecessor relationships;
    - change parent-child relationships, adding or removing assignments in addition to changing the task constraint or duration type.
    Select from the following options:
    - Automatic and On Change (Default setting): The future project timeline is updated each time a change occurs in the project or in another project that the timeline is dependent on (On Change). The project timeline is also updated each night (Automatic). 
    This is the recommended setting for this field because it ensures that the project timeline is always up to date.
    When you perform an action on a task or project that triggers a timeline recalculation, all available dates are immediately displayed, allowing you to continue working. On projects with more than 100 tasks, dates that require longer recalculations display briefly as a question mark (between 1 and 5 seconds, or up to a minute for large projects). This indicates that the recalculation is not yet finished, and the dates are subject to change.
    - Change Only: The project timeline is updated each time a change occurs in the project or in another project that the timeline is dependent on. You might want to select this option if changes rarely occur in the project or in other projects that the timeline is dependent on.
    - Automatic Only: The project timeline is updated each night; it is not updated immediately after changes are made.
    You might want to select this option if many changes occur each day in the project or in other projects that the timeline is dependent on. However, be aware that you chose this setting, as the project will not update at the same time that the changes are made. 
    - Manual Only: The project timeline is updated only when you select the option to Recalculate Timelines, as described in "Manual Recalculation."
    You might want to select this option if you are making many changes to the project at one time, and you want the timeline recalculation to occur after all of the changes have been made (rather than after each individual change).
    Schedule: Select a schedule for your template. This will become the schedule of the project that is created from this template. This should be the same schedule assigned to most people that are working on the project. You must create a schedule before you can assign it to a template. 
    For more information about creating schedules, see "Creating Schedules." 
    If you have not created custom schedules in your system, the Default Schedule is selected.
    Resource Leveling Mode: Select from the following options:
    Manual: you must manually level your resources on the project created from this template (this is the default setting)
    - Automatic: Workfront levels the resources on the future project.
    For more information about Resource Leveling, see "Resource Leveling." 
    Risk: Define the level of risk of the projects created from this template. The risk is just an indicator of how risky a project can be. You can prioritize the execution of your projects based on the level of risk.
    Consider selecting from the following levels of risk:
    - Very Low
    Low
    - Medium
    - High
    - Very High
    Resource Pools
    : Specify the Resource Pools associated with the template. Resource Pools are collections of users that are needed at the same time for the completion of a project. For more information about Resource Pools, see "Working with Resource Pools (Preview Environment Only)."
    NOTE
    When you edit templates in bulk, only the Resource Pools that are common to all the templates selected appear in this field. If the templates selected have no shared Resource Pools, this field will be empty. The Resource Pools you specify here will overwrite the templates' individual Resource Pools.
    Approval Process: Select the Approval Process you want to associate with the future project. You must create an Approval Process before you can associate it with a project.
    For more information about creating Approval Processes, see "Creating Approval Processes."
    Filter Hour Types: Consider the following:
    Select No to make all project-specific hour types available on the future project. (This is the default selection)
    Or
    Select Yes to make only a subset of the project-specific hour types available on the future project, then select the hour types you want to make available. (Hold the Shift key to select multiple hour types.)
    If you select this option, only the hour types you select are made available to select when logging hours on the project (or on tasks and issues within the project). You must select at least one hour type; if you select this option and you do not select any hour types, all hour types are made available on the project.
    The same hour type selections must be made at the individual user level in order for the user to see these hour type options on the project.
    For more information about defining hour types at the user level, see the section "Defining Availability at the User Level" in "Recording Time."
    Reminder Notification: Select the Reminder Notification that should be associated with the future project. You must configure Reminder Notifications for projects for this field to appear during editing a template.
    For more information about configuring Reminder Notifications, see "Setting Up Reminder Notifications."
  4. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Access

  1. Begin editing your template as described above.
  2. Click Access.
    edit_template_access.png
    The Access you specify for your template will become the Access of users associated with the project when the template is used to create a project. 
    Specify the following Access information for the template:
    When someone is assigned to a task: Select from View, Contribute, or Manage access to a task. The user assigned to a task is automatically granted this access to the task. 
    Also grant access to the project: Select from View, Contribute, or Manage access to the project. The user assigned to a task is automatically granted this access to the project, as well. 
    When someone is assigned to an issue: Select from View, Contribute, or Manage access to an issue. The user assigned to an issue is automatically granted this access to the issue. 
    Also grant access to the project: Select from View, Contribute, or Manage access to the project. The user assigned to an issue is automatically granted this access to the project, as well. 
    When someone submits a request: Give them access: Select from View, Contribute, or Manage access to the request. When they submit a request to the project, they are granted this access to the request they submitted.
    People from the same company will inherit the same permissions for all requests: Select this field if you want people from the same company to have the same access to all the requests on the project, whether they submitted them or not.
    When someone is given access to this project: Give them access to ...: Select the access options that you want users to have on the project, if the project is shared with them. Select the specific options for their access, if they are designated as Viewers, Contributors, or Managers when sharing the project with them. 
  3. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  4. Click Save Changes.

Custom Forms

  1. Begin editing your template as described above.
  2. Click Custom Forms.
    edit_tempate_custom_forms.png
  3. Select the custom form or forms that you want to associate with the template. You must build the custom forms before they are available to select in this field.
    For more information about building custom forms, see "Creating Custom Forms." 
    You can add up to ten custom forms to a template. 
    The forms will be added to the project that is created from this template. 
  4. (Optional) Continue editing the following section, depending on the information you want to modify.
    Or
  5. Click Save Changes.

 Comment

  1. Begin editing your template as described above.
  2. Click Comment.
    edit_templates_comment.png
  3. Specify a comment that you want to display in the updates stream of the template in the available field. This comment is visible for everyone with View access to the template and with access to view Notes.
  4. Click Save Changes.
    Your changes will be submitted for this template. 
    Now, when you use this template to create a project all these settings will transfer to the new project. 

Editing Templates in Bulk

You can edit templates in bulk and update all their information at the same time. 

To edit templates in bulk:

  1. Navigate to the Projects area in the Global Navigation Bar.
  2. Select the Projects tab.
  3. Select the Templates sub-tab.
  4. Select several templates in the list.
  5. Click Edit.
    The Edit Templates dialog box opens.
  6. Edit all selected templates.
    For more information about editing templates, see "Editing a Template."
  7. Click Save Changes
    All changes you made are now visible on all the selected templates. 

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The Resource Pools part also duplicates in the "Working with Resource Pools" article - https://support.workfront.com/hc/en-us/articles/115003216347